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Portfolio
Management,
CA PPM (CA
Clarity PPM)
Portfolio Management for CA PPM v13.2
2
Objectives
• Complete an overview of portfolio management functionality in CA
PPM.
• Provide the knowledge needed to:
– Prepare for Portfolio Management.
– Create a portfolio inventory.
– Evaluate possible investments via budget, business case or alignment
to corporate goals.
– Categorize and score your portfolio.
– Implement decisions to add, continue or cease investments.
– Create and apply investment and Resource Capacity Planning
scenarios.
• Portfolio Implementation
– Citrix- Erich Kissel
– North Shore – LIJ – Sara Strock
3
Section 1
Getting Started with Portfolio Management
4
What is Portfolio Management?
• The process of deciding which Projects to start,
continue, discontinue, or postpone.
• Portlet data derived from Financials and Resource
Capacity based on primary role.
• Out-of-the-box portlet key components include risks,
issues, and alignment.
• Provides tools to scope, plan, limit, and distribute
funds.
• Enables creation of a detailed inventory of projects and
views.
• Allows for analysis of data via portlets and views.
5
Keys to Portfolio Management Success
• A solid foundation of
– Demand
– Project
– Resource
– Financial Management
• Consistency, consistency, consistency
6
Investment Types
• Portfolios are collections of Investments housed within the
CA PPM application
• Eight investment types exist
– Application
– Asset
– Idea
– Product
– Project
– Service
– Other Work
• Projects and Other Work are used the most
• You can add and analyze Instances of each investment type
within a Portfolio.
7
Organizing
Establish the portfolio requirements
8
Organizing Portfolios
• Decide how you will organize
– Investment Type
• Applications only
• New product development investments
– Specific Investments
• All active projects
• Projects that start and finish within a specific time period
– Organizationally
• All marketing related projects
• Projects related to a specific line of business
– Interest/Goal
• Projects that will grow the business
• Investments considered to be innovation vehicles
9
Monitoring Investments
• Identify the information
available in each portfolio
• Monitor the Investments
– Establish the information of
interest within the portfolio
– Configure the portfolio to
display the necessary
information
• Create more portfolios if
you need to see the
investments in different
ways
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
10
Prioritizing Investments
• Understand the relative
prioritization of investments
• Use the default Waterline
view to see and rank your
investments
– By default, investments rank by
approval status then finish date
– Approved investments appear
higher in the list
– Investments with more recent
finish dates appear higher in
the list
– Approved investments with the
most recent finish date sort to
the top of the list.
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
11
Prioritizing Investments – Manually
Ranking Investments
• You can manually rank investments or set up
rule-based rankings using the Waterline view.
• Larger organizations benefit the most from
manual ranking rules
• Keeping the number of investments small makes
it easier to rank them manually
• Manual ranking works best when there are no
preset guidelines for ranking investments, and
ranking is done on a case-by-case basis
12
Prioritizing Investments – Rule Based
Ranking
• Determine the attributes you will use to rank
your investments
• Define the ranking logic for each key attribute
• Give an overall weighted ranking for each
investment attribute
13
Plan and Manage – Setting Portfolio Targets
• Set the boundaries and guidelines
you need to plan and manage the
portfolio investments
• Create targets to analyze the
portfolio investments
• Financial and Resource targets are
available for any portfolio
– Financial Targets
• Total costs, capital costs, operating
costs
• Benefit and planned benefits
coming from the investments
– Resource Targets
• By Unit (either Hour or FTE)
• Resource Capacity or Role Capacity
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
14
Plan and Manage – Alternative Scenarios for
Investments
• Define plans to
determine the best
scenario to accomplish
the portfolio goal
• When you find a
desirable plan, set it as
the ‘Plan of Record’ in
the portfolio
• You can save other plan
versions and scenarios
for future use
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
15
Prepare . .
Prepare to use portfolios
16
Preparing to build portfolios
• Prepare your CA PPM system
– Set up the monitoring criteria
– Configure views, reports and workflows
– Set up investment and resource data
17
Set Up Monitoring Criteria
• Portfolios provide a snapshot
of investment data.
• Portfolios update with actual
investment data on a schedule
you define
• Only data you specify is held in
the portfolio snapshot
• You select the attributes you
want to monitor for each
portfolio investment
• You can select either stock
attributes or custom attributes
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
18
Configuring Views, Reports and
Workflows• You must configure CA PPM to
support the investment data you
want to monitor in a portfolio
• Configuring CA PPM allows you to
view the desired data on portlets
and reports
• Examples
– To view detailed project cost data
by period, you must have
generated cost plans on projects
– To surface risks and issues for
projects, you must configure the
project object to surface risks and
issues
– To record actual time spent on
projects, you must set up
timesheets
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
19
Set Up Investment and Resource Data
• Verify that the investments and
the resources are setup
• Examples
– To manage a portfolio associated
with different currencies, verify
you have mutli-currency enabled
– To break down total cost by
capital and operating, verify you
have set up those cost types
– To plan resource capacity using
role-specific breakdowns, verify
you have defined roles for your
investments
– To create and manage a portfolio
of investments, verify you have
set up the investments in CA PPM
and have assigned resources to
them
How to get Started with Portfolio Management
Monitor the
Investments
Prioritize the
Investments
Plan and
Manage
Investments
Using Targets
Explore the
Alternative for
Investments
Set up
Monitoring
Criteria for
Investments
Configure
Views,
Reports, and
Workflows
Set up
Investment
and Resource
Data
Portfolio
Manager
System
Administrato
r
Portfolio
Manager
System
Administrato
r
Evaluate Your
Portfolio
Requirements
Prepare to Use
Portfolios
Ready to create
portfolios
20
Section 2
Creating Portfolios within CA PPM
21
Topics
• Defining portfolio properties
• Defining portfolio sync properties
• Building portfolio content
• Defining detailed planning targets
• Reviewing waterline views for investments
22
General Portfolio Properties
• When creating a new portfolio, there are several fields
that may be required based on your current
configuration and portfolio needs.
• Common stock fields in the General Section
– Owner: The portfolio owner or creator
• Typically an operations manager or director
• Has rights to view and edit content
• A portfolio can have multiple owners
– Stakeholder: An individual who wants to view and possibly
edit portfolio contents
• Has rights to view the portfolio and its contents
• A portfolio can have multiple stakeholders
23
General Portfolio Properties, cont.
• Start Date/Finish Date: The planning range of data for the portfolio
– Portfolio data is clipped to stay within the date range
– Dashboard View specifies the default portfolio view or page layout
• Currency: The portfolio currency.
• Capacity Unit Type: The resource unit (hours or FTE) for measuring
resource capacity for investments in the portfolio
– You can set this only once for a portfolio
• Sync Schedule: How often to refresh portfolio data and associated
plans with actual investment data
– Appears after you define the initial portfolio properties
– You can set up a schedule to refresh the portfolio automatically
– You can also sync manually
24
Target Portfolio Attributes
• Total Cost: The total cost the portfolio is targeting to
spend during the planning horizon
– Aggregate of the capital and operating costs
– You cannot set total cost directly
• Capital Cost: The capital cost the portfolio is targeting
to spend during the planning horizon
• Operating Cost: The operating cost the portfolio is
targeting to spend during the planning horizon
• Currency: The portfolio currency or the currency to use
for all investment cost and benefit amounts
– If portfolio investments use different currencies, all costs
and benefits roll up and present in the portfolio currency
25
Target Portfolio Attributes, cont.
• Benefits: The total benefit the portfolio is targeting to gain
during the planning horizon
• Roles: The effort the portfolio is targeting to use during the
planning horizon
• Capacity Unit Type: The unit you want to use for the roles
target
– FTE: An average number based on resources and
• Example – for a two month planning horizon with one FTE planned in
month one, and 3 FTE planned in month two, total target resources
for the planning horizon is 2 FTE
– Hours: A total number applying to the portfolio planning
horizon
• Example – if you set a target of 1000 hours for a two-month planning
horizon, you can use a total of 1000 hours for the whole portfolio
26
Accessing Portfolios
• Click the Portfolios link under Portfolio Management in the
top navigation menu
– Link or section names may be different within your CA PPM
instance
• Portfolio “shells” (the portfolio structure) can be
maintained by the PMO, PM, RM or Portfolio Managers,
depending on the company’s organization
27
Creating Portfolios
• When you click Portfolios in the navigation menu, CA
PPM shows the Portfolio List and shows all portfolios
you can access.
• If you can create new portfolios, you will see a New
button on screen. Click the New button to create a new
portfolio.
28
Portfolio Details
• After clicking New, CA PPM shows you the Create Portfolio Screen
• Populate the data for your new portfolio
– Items with a red star are required
– Items with a green arrow can only be entered once
• The fields you see depend on your corporation’s CA PPM configuration
29
Set Up a Portfolio Sync Schedule (1)
• After you create and save your portfolio, the Sync
Schedule option appears
30
Set Up a Portfolio Sync Schedule (2)
• Portfolio data is a snapshot of
actual investment data
• You can update the snapshot with
actual data on a specific schedule
– Manually – Updates the portfolio
data when you click Sync Now
– Weekly – Lets you tell CA PPM to
automatically update the portfolio at
a specific time on one or more days
of the week during specified months
• Example – If you select 3 AM,
Wednesday and then all months, CA
PPM updates the portfolio snapshot
every Wednesday of every week for all
months at 3 AM
31
Set Up a Portfolio Sync Schedule (3)
• Monthly – Lets you tell CA
PPM to automatically
update the portfolio on a
specific day or days of a
month for one or more
specified months
– Example – If you enter 1, 15,
30 and select all months, CA
PPM updates the portfolio
snapshot on the 1st, 15th and
30th of every month
32
Set Up a Portfolio Sync Schedule (4)
• After you set the sync properties, the sync schedule
displays your settings and the last sync date
– Note: CA PPM syncrhonizes a portfolio any time you
modify and save the sync schedule
33
Building Portfolio Content
• Select the investments that you want to include
• You can preview the contents as you build the portfolio
• There are two ways to include investments:
– Based on specific selection/filter criteria
– Manual selection
IMPORTANT NOTE: You cannot have more than 100 investments or 25
roles in a portfolio
34
Portfolio Contents
• Navigate to the Contents Editor tab to view/add Investments
• You can include all CA PPM investment types
• You do not need to build separate portfolios for each Investment
type
35
Portfolio Contents, cont.
• Add/remove contents to/from a portfolio in three
ways:
– Include investments of a particular investment type
• Adds all instances of the Investment type to the portfolio
• Only adds instances you have access to
– Build a Power Filter associated with an investment type in
the portfolio
• Example – Filter for Projects with a start date of 1/1/12 or later
– Add individual investments
• Allows you to manually select the individual items that comprise
the portfolio
• You can combine the methods above when
adding/removing contents to/from a portfolio
36
Include / Exclude (1)
• To include an investment type, check the box next to it and click
Include
• To Exclude an investment type, check the box next to it, then click
Exclude.
IMPORTANT NOTE: If you add a Project and a Program containing the same
project to your portfolio, CA PPM will add the Project twice.
CA PPM will not warn you the project has been added twice.
Having a project added twice will corrupt your portfolio data
since the project is now being double-counted.
37
Include / Exclude (2)
• After you add the Investment Type to the portfolio, CA
PPM displays a checkmark in the Included column
38
Build a Power Filter (1)
• Power filters allow you to further refine the individual
investments added to a portfolio when an investment
type is included
• Power filters let you identify specific criteria the
investment must meet in order to appear in the
portfolio
39
Build a Power Filter (2)
• Select the field you want to filter on in the Left
pull-down, then set the set the condition to be
met by utilizing the Operator and
Right fields.
40
Build a Power Filter (3)
• The filters shown below display projects for which a
particular resource is the Project Manager, and that have
start dates later than 1/1/12
• To add more than one criterion to the filter, you must utilize
the And/Or operand, and add the criteria one by one.
41
Build a Power Filter (4)
• Click Save once the Power Filter is complete
• CA PPM adds the filter details alongside your
included investment type
42
Adding Individual Investments (1)
• Click Add in the Individual Investments section
• CA PPM displays the Investment Filter
43
Adding Individual Investments (2)
• Search for the
desired investment(s)
– Use the Investment
Type drop-down to
help you search
• Check the box next
to each investment
you want to add,
then click Add or Add
and Select More
44
View Matching Investments (1)
• Check the box next to the Investment Type, then click
View Matching Investments
– You may only view the results for one Investment Type at a
time
45
Defining Detailed Planning Targets
• You can view, edit, and distribute the high-
level portfolio targets for cost, resource, and
benefit in a time-scaled view
• These period-based targets show up on the
waterlines view where you can analyze your
portfolio performance
• Planning targets may have been set up when
the portfolio was created
46
Defining Detailed Planning Targets, cont.
• Navigate to the ‘Targets’ tab within the portfolio
• Set the targets and distribute the costs within the
duration of the specified portfolio timeline
47
Portfolio Cost Targets
• Target: The aggregated planned cost for the portfolio
investments, including capital and operating costs
• Distributed Target: The planned cost for the portfolio
investments as it scales over time within the portfolio
horizon
• Variance: The difference between the distributed and
approved target amounts
• Distributed Target (Total)
• When you edit values, CA PPM places a red tick by the
changed value until you save
48
Portfolio Benefit Targets
• Target: The aggregated planned benefit for the portfolio
investments including capital and operating benefits
– You initially set this value in the portfolio properties
• Distributed Target: The planned benefit for the portfolio
investments as it accrues over time within the portfolio horizon
• Variance The difference between the distributed and approved
benefit amount
• Distributed Target (Total)
• When you edit values, CA PPM places a red tick by the changed
value until you save
49
Define Role Targets
• When you create a
portfolio you can indicate
the total overall effort in
FTE units or hours
• You can further define
the overall effort by
specific targets by
individual roles.
• To indicate specific roles,
navigate to the ‘Targets’
tab and locate the Role
Totals section
50
Defining Role Targets, cont.
• To specify individual roles, click the ‘Add Roles’
button
• CA PPM displays a list of roles you can include
in your portfolio
51
Defining Role Targets, cont.
• Target: The planned resource capacity in hours or FTE units for the
portfolio investments over time within the portfolio horizon
• Distributed Target: The planned roles for the portfolio investments as it
accrues over time within the portfolio horizon
• Variance: The difference between the distributed and approved target
amounts for resource
• Distributed Target Total
• When you edit values, CA PPM places a red tick by the changed value until
you save
52
Portfolio Waterlines
• Lets you see how planned targets match up with the
investments in the portfolio
• By default, approved investments with the most recent
finish dates sort to the top of the list
• Lets you analyze your portfolio
– Prioritized work with investment attributes, including data
about budget, resources, and benefits
– How the portfolio targets spread over the portfolio horizon
– Approved and unapproved investments
– Initial alignment of the portfolio with the goals
– Actual amounts spent on investments compared to the initial
targets of capital and operating costs
– Where and when demands exceed targets
53
Portfolio Waterlines, cont.
• Use the waterline view as a “what-if” environment to
manipulate items and see the impact
• To view the
waterlines, click
the ‘Waterlines’
tab in the
portfolio.
Note: The Waterlines
view is the only view
available as part of
the portfolio management. To access the remaining portfolio
views, install and apply the PMO Accelerator add-in.
54
Configuring the Waterline
• To configure the waterline, start by configuring the columns and adding
the information that you want to see within the waterline.
– Click the Options icon and click Configure. The List Column Layout appears.
– Add the items you want to include in the waterline view and click ‘Save’
55
Define Ranking Rules
• Ranking rules determine where investments
aper in the waterline view
• Rankings are assigned weights to specific
investment attributes
• When ranking calculations are made for all of
the investments, approved investments will
appear higher in the list ranking.
IMPORTANT NOTE: It is important to think about how you want to build your
ranking rules. The more you include the more complex the
calculations get and this can become confusing to interpret.
56
Define Ranking Rules, cont.
• The steps to setup ranking rules
– Select the primary portfolio constraint for the
waterline
– Select the investment attributes available at the
portfolio level and assign weights to the
attributes. You can select from all available
attributes for all investment types that are
included in the portfolio.
– To indicate more importance, assign an attribute
greater weight.
57
Defining Ranking Rules, cont.
• To set the rankings, navigate to the Define
Ranking Rules (above)
58
Selecting Ranking Attributes
• Add rules by
clicking on the
‘Add’ button. You
will be presented
with all of the
investment
attributes that are
available.
59
Setting The Attribute Ranking
• Once you have the attributes selected, set their individual ranking.
• For each attribute you can select:
– Ranking Method
• Lower is better
• Higher is better
– Attribute Weighting (numeric value)
– If you select an attribute that is a lookup, you can assign weights to
the individual values of the lookup (highlighted below)
60
Running Ranking Rules
• Once the ranking rules have been set, it is
necessary to run the ranking rules.
61
Section 3
Evaluating Portfolios
62
Creating Multiple Plans
• You can create multiple plans within a single
portfolio that can contain different:
– Start and Finish dates
– Rankings
– Targets
• This allows you to explore portfolio
alternatives and save them for future
reference
63
Creating Portfolio Plans
• Open your portfolio and click on ‘Plans’
• Select the plan for which you want to create a
version and click Copy.
64
Creating a Plan Copy, cont.
• Enter the plan
attributes and
click on Save.
65
Creating a Plan Copy, cont.
• You can now edit the plan properties based on the new
requirements:
– I.E. There may be a new Planned Capital cost, or operating cost.
66
Comparing Plans
• Once you change plans, analyze and evaluate
those changes to understand the implications
of the changes as if the plans are real.
• To compare different versions of a plan by the
following factors, use portfolio reports:
– Portfolio constraints
– Investment counts
– Financial metrics (for example, NPV, ROI)
IMPORTANT NOTE: To access and view the portfolio reports that you can use to
compare your portfolio plans, install and apply the PMO
Accelerator add-in.
67
Section 4
Portfolio Scenarios
68
Scenarios (1)
Suzy wants to create a new Portfolio spanning the year 2013
that allows her to look at all the active projects as well as any
Ideas with the goal of ‘Grow the Business’
– Step 1 – From the Portfolio List view, select New and name the
new Portfolio (Scenario 1)
– Step 2 – Enter the details, including the Start Date of 1/1/2013
and Finish Date of 12/31/2013, then Save.
– Step 3 – Leave the Sync Schedule at ‘Manual’
– Step 4 - Navigate to the Contents Editor tab, check the box in
front of Projects & Ideas, then click Include
– Step 5 – Choose the Build Power Filter link next to Idea, then
choose Left = Goal and Right = Grow the Business.
– Step 6 – Add the filter and click Save and Return
– Step 7 – Click Sync Now and navigate to the Waterlines tab to
evaluate the Scenario 1 Portfolio
69
Scenarios (2)
Sam wants to create a new Portfolio that includes any active
2013 Investment whose name begins with letters between C
and H
– Step 1 – From the Portfolio List view, select New and name the
new Portfolio (Scenario 2)
– Step 2 – Enter details, including Start Date of 1/1/2013 and
Finish Date of 12/31/2013,then Save.
– Step 3 – Leave the Sync Schedule at ‘Manual’
– Step 4 - Navigate to the Contents Editor tab and in the
Individual Investments section click Add
– Step 5 – Verify the filter is set for all active Investments of any
type, then check the box in front of all investments whose Name
starts with the letters between C and H to manually select them
and click Add.
– Step 6 – Click Sync Now and navigate to the Waterlines tab to
evaluate the Scenario 2 Portfolio.
70
Portfolio Reports
• CA PPM v13.2 includes a set of Portfolio
Reports within the PMO Accelerator Solution
Pack. Three of these standard reports are new
in this version:
– Project Portfolio Summary with Charts and Detail
– Portfolio Plan Comparison*
– Portfolio Plan Changes*
– Portfolio Plan Changes - Waterline and Rank*
*= new report for r13.2
71
Section 5
PMO Accelerator
72
Project Portfolio Summary - Charts
73
Project Portfolio Summary - Detail
74
Portfolio Plan Comparison
75
Portfolio Plan Changes
76
Portfolio Plan Changes – Waterline and Rank
77
Section 3
Evaluating Portfolios
78
Additional Items To Be Aware Of
• ETCs vs. Allocations
• Portfolio Date Ranges
• Adding Custom Attributes To The Portfolio
• Sub-Portfolios
• Cost Type
www.regoconsulting.com Phone: 1-888-813-0444
IT Portfolio
Management
-the initial Citrix
attempt
Erich Kissel Q1, 2014
www.regoconsulting.com Phone: 1-888-813-0444
8080
Often times I find the function and adoption are more difficult
than the technology:
1. Promoted Value of IT PPM within the Organization
2. Educated/Simple Demos
3. Inserted self into the current processes (not documented) and added
initial data to system
4. Next
Citrix Attempt – Value from OOB
www.regoconsulting.com Phone: 1-888-813-0444
8181
Promoted Value of IT PPM within Org
www.regoconsulting.com Phone: 1-888-813-0444
8282
Promoted Value of IT PPM within Org
www.regoconsulting.com Phone: 1-888-813-0444
8383
Promoted Value of IT PPM within Org
CA PPM is our main tool, however, we now focus on
the PPM processes and not the tool.
“A fool with a tool is still a fool”
- Zen Wisdom
www.regoconsulting.com Phone: 1-888-813-0444
8484
www.regoconsulting.com Phone: 1-888-813-0444
8585
www.regoconsulting.com Phone: 1-888-813-0444
8686
www.regoconsulting.com Phone: 1-888-813-0444
8787
www.regoconsulting.com Phone: 1-888-813-0444
8888
Simple Demo (QA) to Process Actors
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8989
Simple Demo (QA) to Process Actors
www.regoconsulting.com Phone: 1-888-813-0444
9090
Current Process in XL
1. Listed Investments by Portfolio: GoToMarket, BackOffice and
Foundational
2. Set Priority of all
3. Sequenced/Scheduled
a. System Impact
b. Capital Impact
c. Resources Impact
Inserted Self Into Planning Meetings
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9191
● Put available data into CA PPM PPM Production “Combined
Portfolio” (unapproved . . . hidden)
● Showed CA PPM PPM Single Source views
● Updated data as plans changed/iterated
● Quality support when users wanted to access Portfolio module
Inserted Self Into Planning Meetings
www.regoconsulting.com Phone: 1-888-813-0444
9292
Added data to system, from disbursed
spreadsheets to Single Source
CONTENT REMOVED FOR
CONFIDENTIALITY PURPOSES
www.regoconsulting.com Phone: 1-888-813-0444
9393
● Upon CLEAR approvals
○ Enter Role Demand
○ Enter Actual Costs
○ Activate Projects
● Implement Financial
Management
● Attend quarterly “Re-
Alignment” sessions,
leveraging and updating
system data
Maturing Next
www.regoconsulting.com Phone: 1-888-813-0444
9494
Questions . . .
www.regoconsulting.com Phone: 1-888-813-0444
Use of CA PPM Portfolios at
North Shore-LIJ
Rego University 2014
Sara Strock
February 2014
Page
www.regoconsulting.com Phone: 1-888-813-0444
Portfolios at NSLIJ
Page
• Background – NSLIJ History
• Our Solution – New in 2014
• Process – workflow
• Portfolio structure – Financial structure
• CA PPM Portfolios – Business structure
• Benefits – Short and Long Term
www.regoconsulting.com Phone: 1-888-813-0444
9797
● Developed new PMO processes:
○ Project Lifecycle
○ Project Governance Process
● Project Lifecycle with CA PPM
○ Standard PMI type lifecycle
○ Gaining adoption
○ Executive support
● Project Governance
○ Unique at Hospital System
○ Changing from nearly all unplanned demand to more controlled process
○ Now have a Project Review Board (PRB) that approves new projects
○ Moving to include Capital planning – CA PPM Financials & Portfolios will
help to enable this.
Past 2 Years
97
www.regoconsulting.com Phone: 1-888-813-0444
98
Financials Business Problem: Company Growth by Acquisition
Processes
designed for a
small
Hospital…
…do not work for
a Hospital System
Acquiring new
Hospitals and
Physician
Practices
www.regoconsulting.com Phone: 1-888-813-0444
99
IS Capital Budget
And IS Detail Transactions
Business Problem: Non-Integrated Budgets Managed in Excel
Project Budgets in Excel in
Project Folders
No ability to aggregate Programs,
or Year over Year investments.
Manual Updates
$250 Million
dollar budget
tracked in
Excel! Not
integrated
with Corp GL,
or Purchasing
PeopleSoft Financials
www.regoconsulting.com Phone: 1-888-813-0444
100
Business Problem: Budget Funding is Complex
2014
2013
2012
2011
2011 2012 2013 2014
Budget Year
Project Execution
Year
www.regoconsulting.com Phone: 1-888-813-0444
Multi-Year Cap Plan
Portfolio
Cap Tracker (Actuals) Program Roadmap
CRW $1m Funding Program CRW Summary:
CRM APPS 01.01.14 $1M
Detail:
Hardware Project X 50k
Software Project Y 150k
Cardiology
Muse
CRW 1m
Project X 250k
Project Y 250k
Project Z 500k
Syngo
Budget CommitmentsBalance
www.regoconsulting.com Phone: 1-888-813-0444
Key Success Factor: Adoption
Page
• New IT Finance VP
• Fear of Process change “If it ain’t broke”
• Had to prove CA PPM could do current process
• Fear of Transparency
• Then we could move to change
• Process
• Organizational behavior
www.regoconsulting.com Phone: 1-888-813-0444
Capital Planning - High Level Workflow
Page
Capital
Request
Capital
Request
Capital
Request
(IDEA)
VP Review
IS Finance
Rollup/
CIO Review
Finance
Review/
Capital Release
Capital Budget
Release Project
Funding to
Service Lines
www.regoconsulting.com Phone: 1-888-813-0444
Capital Categories (Portfolios)
Page
Capital is categorized and released in one of three
ways to NSLIJ IT:
• Corporate Strategic Initiatives - Release of a modest to
significant capital to enable and deliver on a corporate
mandate capital portfolios for these initiatives are often
multi-year
• IT Refresh – Application Refresh and Technology Refresh
budgets are large. Include maintenance and refresh of
core application and infrastructure over middle term life
cycles (3-5 years)
• Hospital– Technology dollars are sometimes reserved in
hospital budgets which are independent of IT; These are
unplanned projects – close to 15% of IT budget
Corporate
Hospital/
Service
Line
funded
Project
Requests
IT Refresh
Budgets
(“Core”)
Annual IT
Budgets
Annual IT
Capital Spend
Note: The actual capital expenditure of IT will
always exceed its corporate allotment due to
unplanned hospital requests which are never
known until they are received
www.regoconsulting.com Phone: 1-888-813-0444
Alignment of (Portfolio/Program) Structure
Page
The Capital Plan is built on the foundation of a few key
elements:
• VP-Aligned Capital Portfolios– Capital is budgeted by VP
span of control typically for Applications and Technology
Services; Corporate funded initiatives are aligned to a VP
but separately accounted for due to their distinct business
case/cost estimation
• Service Line (Business Unit) Structure - Services Lines
organize their work into Programs with one to many
projects based on the demand each period;
CIO
VP
Apps
VP Tech
Services
Clinical
Informatics
Service
Lines
Program
Project
Project
Project
Project
Project
www.regoconsulting.com Phone: 1-888-813-0444
CA PPM Structure
Page
Capital
Request
(CA PPM
IDEA)
Capital
Portfolio
Rollup
• Capital Requests have been created in CA PPM as “Ideas”
• This is the same concept that the Project Review Board (PRB) uses for un-
planned mid-year requests and allows for unfunded projects to be revisited if
capital surfaces later in the year (canceled or deferred projects)
• It keeps all “queued approved” project requests in the same list.
• Capital will be managed in “Portfolios”
• Portfolios are hierarchical so that individual capital pools can rollup to a larger
IS Capital total to which IS Finance must reconcile for Finance
• Portfolios enable “what if scenarios” to allow for separate rollups.
• Portfolio views were refined from CA PPM “Out of the Box” views to meet
NSLIJ needs
• Portfolio Views can be exported to Excel natively in CA PPM and PDF reports
can be written to provide real-time “polished” reports of the capital
portfolios.
www.regoconsulting.com Phone: 1-888-813-0444
107
Projects & Ideas
Portfolio
Portfolio
Portfolio
Programs
Programs
Programs
VP VP VP
VP Budget & Control
Multi-Year Forecasts
Strategic
Initiative
Implementation
IT
Maintenance
Hospital
Customizing
Application/Function Master & TCO
Multi-Year
Planning
1
2
3
4 4
5
www.regoconsulting.com Phone: 1-888-813-0444
108
Sample Program/Project Structure
www.regoconsulting.com Phone: 1-888-813-0444
Selling the Benefits – Prove the transition
Page
• Had to show past process modeled in CA PPM to gain adoption.
• Expensive effort
• Automating a poorly designed process
• However, showed CA PPM capabilities!
www.regoconsulting.com Phone: 1-888-813-0444
Selling the Benefits - Capabilities
Page
• Project budget accountability
• Actuals now together with the budget in CA PPM so analysis can take
place.
• CA PPM Project number reinforces the budget process.
• Provides traceability of a transaction.
• Cost to project, budget to all costs
• Budget status more transparent – view in CA PPM
• (Used to be a single individual with a spreadsheet)
• Lifetime cost on Initiatives and deeper analysis
• Effort to get this was high……data entry & scrubbing of the hierarchy
• More cohesive program structure within our Business Units
• Spend patterns, Lifetime cost, etc. Not available through spreadsheets etc.
www.regoconsulting.com Phone: 1-888-813-0444
Selling the Benefits - Future
Page
• Future Integration with PeopleSoft Financials
• Eliminate duplicate data entry
• Will have a better understanding of budget status (Currently 6wks, should
become 1 to 2 days)
• May influence changes to IS budgeting and accounting processes
• Hope to improve the Capital Planning process and cycle
112
Portfolio Management Terms and
Definitions (1)
Term Definition
Alignment How well an investment complies with the business goals of a
corporation.
Cost
Performance
Index (CPI)
The ratio of Budgeted Cost of Work Performed (BCWP) to Actual
Cost of Work Performed (ACWP). Equals BCWP divided by ACWP.
Cost Variance
(CV)
The difference between how much a task or a project should have
cost (Budgeted cost of Work Scheduled minus BCWS) and how
much it has actually cost (ACWP).
Investments The Projects, Programs and Other Work a business funds to help
achieve its goals. Investments make up a portfolio’s inventory.
Net Present
Value (NPV)
The benefit of an investment, minus the cost.
113
Portfolio Management Terms and
Definitions (2)
Term Definition
Portfolio A detailed inventory of Investments used to determine where to
invest funds, or when to delay or cancel investments. The financial
health of Investments in Portfolios and their alignment to
corporate goals can be evaluated via scorecards and scenarios.
Remaining
Capacity
Represents the capacity from today through the portfolio finish
date.
Remaining Cost Defined by the portfolio start and finish dates based on today.
Return on
Investment (ROI)
The profit or loss that results from an investment transaction. ROI
is calculated by dividing costs by Net Present Value (NPV).
Risk A measurement of an investment’s likelihood of meeting
expectations (for example, finishing on time, within budget, and
with the expected quality level).
114
Portfolio Management Terms and
Definitions (3)
Term Definition
Scenarios A model of different sets of portfolio investments and capacity
planning based on corporate planning decisions. Scenarios allow
you to make “what-if” evaluations for portfolio investments.
Schedule Performance
Index (SPI)
The ratio of Budgeted/Planned Cost of Work Performed (BCWP)
to Budgeted/Planned Cost of Work Scheduled (BCWS). A value
greater than 1 indicates the work is ahead of schedule. A value
less than 1 indicates the work is behind schedule.
Schedule Variance The value of what you have accomplished to date versus what
you planned to have accomplished to date. SV is calculated as
BCWP minus BCWS.
Total Cost The Planned Cost of all investments in the portfolio used to derive
the total cost of the portfolio.
115
Thank you.
Contact US
888.813.0444
Email Contact
info@regoconsulting.com
Web Site
www.regoconsulting.com
Questions . . .

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Rego University: Portfolio Management, CA PPM (CA Clarity PPM)

  • 1. www.regoconsulting.com Phone: 1-888-813-0444 Portfolio Management, CA PPM (CA Clarity PPM) Portfolio Management for CA PPM v13.2
  • 2. 2 Objectives • Complete an overview of portfolio management functionality in CA PPM. • Provide the knowledge needed to: – Prepare for Portfolio Management. – Create a portfolio inventory. – Evaluate possible investments via budget, business case or alignment to corporate goals. – Categorize and score your portfolio. – Implement decisions to add, continue or cease investments. – Create and apply investment and Resource Capacity Planning scenarios. • Portfolio Implementation – Citrix- Erich Kissel – North Shore – LIJ – Sara Strock
  • 3. 3 Section 1 Getting Started with Portfolio Management
  • 4. 4 What is Portfolio Management? • The process of deciding which Projects to start, continue, discontinue, or postpone. • Portlet data derived from Financials and Resource Capacity based on primary role. • Out-of-the-box portlet key components include risks, issues, and alignment. • Provides tools to scope, plan, limit, and distribute funds. • Enables creation of a detailed inventory of projects and views. • Allows for analysis of data via portlets and views.
  • 5. 5 Keys to Portfolio Management Success • A solid foundation of – Demand – Project – Resource – Financial Management • Consistency, consistency, consistency
  • 6. 6 Investment Types • Portfolios are collections of Investments housed within the CA PPM application • Eight investment types exist – Application – Asset – Idea – Product – Project – Service – Other Work • Projects and Other Work are used the most • You can add and analyze Instances of each investment type within a Portfolio.
  • 8. 8 Organizing Portfolios • Decide how you will organize – Investment Type • Applications only • New product development investments – Specific Investments • All active projects • Projects that start and finish within a specific time period – Organizationally • All marketing related projects • Projects related to a specific line of business – Interest/Goal • Projects that will grow the business • Investments considered to be innovation vehicles
  • 9. 9 Monitoring Investments • Identify the information available in each portfolio • Monitor the Investments – Establish the information of interest within the portfolio – Configure the portfolio to display the necessary information • Create more portfolios if you need to see the investments in different ways How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 10. 10 Prioritizing Investments • Understand the relative prioritization of investments • Use the default Waterline view to see and rank your investments – By default, investments rank by approval status then finish date – Approved investments appear higher in the list – Investments with more recent finish dates appear higher in the list – Approved investments with the most recent finish date sort to the top of the list. How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 11. 11 Prioritizing Investments – Manually Ranking Investments • You can manually rank investments or set up rule-based rankings using the Waterline view. • Larger organizations benefit the most from manual ranking rules • Keeping the number of investments small makes it easier to rank them manually • Manual ranking works best when there are no preset guidelines for ranking investments, and ranking is done on a case-by-case basis
  • 12. 12 Prioritizing Investments – Rule Based Ranking • Determine the attributes you will use to rank your investments • Define the ranking logic for each key attribute • Give an overall weighted ranking for each investment attribute
  • 13. 13 Plan and Manage – Setting Portfolio Targets • Set the boundaries and guidelines you need to plan and manage the portfolio investments • Create targets to analyze the portfolio investments • Financial and Resource targets are available for any portfolio – Financial Targets • Total costs, capital costs, operating costs • Benefit and planned benefits coming from the investments – Resource Targets • By Unit (either Hour or FTE) • Resource Capacity or Role Capacity How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 14. 14 Plan and Manage – Alternative Scenarios for Investments • Define plans to determine the best scenario to accomplish the portfolio goal • When you find a desirable plan, set it as the ‘Plan of Record’ in the portfolio • You can save other plan versions and scenarios for future use How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 15. 15 Prepare . . Prepare to use portfolios
  • 16. 16 Preparing to build portfolios • Prepare your CA PPM system – Set up the monitoring criteria – Configure views, reports and workflows – Set up investment and resource data
  • 17. 17 Set Up Monitoring Criteria • Portfolios provide a snapshot of investment data. • Portfolios update with actual investment data on a schedule you define • Only data you specify is held in the portfolio snapshot • You select the attributes you want to monitor for each portfolio investment • You can select either stock attributes or custom attributes How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 18. 18 Configuring Views, Reports and Workflows• You must configure CA PPM to support the investment data you want to monitor in a portfolio • Configuring CA PPM allows you to view the desired data on portlets and reports • Examples – To view detailed project cost data by period, you must have generated cost plans on projects – To surface risks and issues for projects, you must configure the project object to surface risks and issues – To record actual time spent on projects, you must set up timesheets How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 19. 19 Set Up Investment and Resource Data • Verify that the investments and the resources are setup • Examples – To manage a portfolio associated with different currencies, verify you have mutli-currency enabled – To break down total cost by capital and operating, verify you have set up those cost types – To plan resource capacity using role-specific breakdowns, verify you have defined roles for your investments – To create and manage a portfolio of investments, verify you have set up the investments in CA PPM and have assigned resources to them How to get Started with Portfolio Management Monitor the Investments Prioritize the Investments Plan and Manage Investments Using Targets Explore the Alternative for Investments Set up Monitoring Criteria for Investments Configure Views, Reports, and Workflows Set up Investment and Resource Data Portfolio Manager System Administrato r Portfolio Manager System Administrato r Evaluate Your Portfolio Requirements Prepare to Use Portfolios Ready to create portfolios
  • 21. 21 Topics • Defining portfolio properties • Defining portfolio sync properties • Building portfolio content • Defining detailed planning targets • Reviewing waterline views for investments
  • 22. 22 General Portfolio Properties • When creating a new portfolio, there are several fields that may be required based on your current configuration and portfolio needs. • Common stock fields in the General Section – Owner: The portfolio owner or creator • Typically an operations manager or director • Has rights to view and edit content • A portfolio can have multiple owners – Stakeholder: An individual who wants to view and possibly edit portfolio contents • Has rights to view the portfolio and its contents • A portfolio can have multiple stakeholders
  • 23. 23 General Portfolio Properties, cont. • Start Date/Finish Date: The planning range of data for the portfolio – Portfolio data is clipped to stay within the date range – Dashboard View specifies the default portfolio view or page layout • Currency: The portfolio currency. • Capacity Unit Type: The resource unit (hours or FTE) for measuring resource capacity for investments in the portfolio – You can set this only once for a portfolio • Sync Schedule: How often to refresh portfolio data and associated plans with actual investment data – Appears after you define the initial portfolio properties – You can set up a schedule to refresh the portfolio automatically – You can also sync manually
  • 24. 24 Target Portfolio Attributes • Total Cost: The total cost the portfolio is targeting to spend during the planning horizon – Aggregate of the capital and operating costs – You cannot set total cost directly • Capital Cost: The capital cost the portfolio is targeting to spend during the planning horizon • Operating Cost: The operating cost the portfolio is targeting to spend during the planning horizon • Currency: The portfolio currency or the currency to use for all investment cost and benefit amounts – If portfolio investments use different currencies, all costs and benefits roll up and present in the portfolio currency
  • 25. 25 Target Portfolio Attributes, cont. • Benefits: The total benefit the portfolio is targeting to gain during the planning horizon • Roles: The effort the portfolio is targeting to use during the planning horizon • Capacity Unit Type: The unit you want to use for the roles target – FTE: An average number based on resources and • Example – for a two month planning horizon with one FTE planned in month one, and 3 FTE planned in month two, total target resources for the planning horizon is 2 FTE – Hours: A total number applying to the portfolio planning horizon • Example – if you set a target of 1000 hours for a two-month planning horizon, you can use a total of 1000 hours for the whole portfolio
  • 26. 26 Accessing Portfolios • Click the Portfolios link under Portfolio Management in the top navigation menu – Link or section names may be different within your CA PPM instance • Portfolio “shells” (the portfolio structure) can be maintained by the PMO, PM, RM or Portfolio Managers, depending on the company’s organization
  • 27. 27 Creating Portfolios • When you click Portfolios in the navigation menu, CA PPM shows the Portfolio List and shows all portfolios you can access. • If you can create new portfolios, you will see a New button on screen. Click the New button to create a new portfolio.
  • 28. 28 Portfolio Details • After clicking New, CA PPM shows you the Create Portfolio Screen • Populate the data for your new portfolio – Items with a red star are required – Items with a green arrow can only be entered once • The fields you see depend on your corporation’s CA PPM configuration
  • 29. 29 Set Up a Portfolio Sync Schedule (1) • After you create and save your portfolio, the Sync Schedule option appears
  • 30. 30 Set Up a Portfolio Sync Schedule (2) • Portfolio data is a snapshot of actual investment data • You can update the snapshot with actual data on a specific schedule – Manually – Updates the portfolio data when you click Sync Now – Weekly – Lets you tell CA PPM to automatically update the portfolio at a specific time on one or more days of the week during specified months • Example – If you select 3 AM, Wednesday and then all months, CA PPM updates the portfolio snapshot every Wednesday of every week for all months at 3 AM
  • 31. 31 Set Up a Portfolio Sync Schedule (3) • Monthly – Lets you tell CA PPM to automatically update the portfolio on a specific day or days of a month for one or more specified months – Example – If you enter 1, 15, 30 and select all months, CA PPM updates the portfolio snapshot on the 1st, 15th and 30th of every month
  • 32. 32 Set Up a Portfolio Sync Schedule (4) • After you set the sync properties, the sync schedule displays your settings and the last sync date – Note: CA PPM syncrhonizes a portfolio any time you modify and save the sync schedule
  • 33. 33 Building Portfolio Content • Select the investments that you want to include • You can preview the contents as you build the portfolio • There are two ways to include investments: – Based on specific selection/filter criteria – Manual selection IMPORTANT NOTE: You cannot have more than 100 investments or 25 roles in a portfolio
  • 34. 34 Portfolio Contents • Navigate to the Contents Editor tab to view/add Investments • You can include all CA PPM investment types • You do not need to build separate portfolios for each Investment type
  • 35. 35 Portfolio Contents, cont. • Add/remove contents to/from a portfolio in three ways: – Include investments of a particular investment type • Adds all instances of the Investment type to the portfolio • Only adds instances you have access to – Build a Power Filter associated with an investment type in the portfolio • Example – Filter for Projects with a start date of 1/1/12 or later – Add individual investments • Allows you to manually select the individual items that comprise the portfolio • You can combine the methods above when adding/removing contents to/from a portfolio
  • 36. 36 Include / Exclude (1) • To include an investment type, check the box next to it and click Include • To Exclude an investment type, check the box next to it, then click Exclude. IMPORTANT NOTE: If you add a Project and a Program containing the same project to your portfolio, CA PPM will add the Project twice. CA PPM will not warn you the project has been added twice. Having a project added twice will corrupt your portfolio data since the project is now being double-counted.
  • 37. 37 Include / Exclude (2) • After you add the Investment Type to the portfolio, CA PPM displays a checkmark in the Included column
  • 38. 38 Build a Power Filter (1) • Power filters allow you to further refine the individual investments added to a portfolio when an investment type is included • Power filters let you identify specific criteria the investment must meet in order to appear in the portfolio
  • 39. 39 Build a Power Filter (2) • Select the field you want to filter on in the Left pull-down, then set the set the condition to be met by utilizing the Operator and Right fields.
  • 40. 40 Build a Power Filter (3) • The filters shown below display projects for which a particular resource is the Project Manager, and that have start dates later than 1/1/12 • To add more than one criterion to the filter, you must utilize the And/Or operand, and add the criteria one by one.
  • 41. 41 Build a Power Filter (4) • Click Save once the Power Filter is complete • CA PPM adds the filter details alongside your included investment type
  • 42. 42 Adding Individual Investments (1) • Click Add in the Individual Investments section • CA PPM displays the Investment Filter
  • 43. 43 Adding Individual Investments (2) • Search for the desired investment(s) – Use the Investment Type drop-down to help you search • Check the box next to each investment you want to add, then click Add or Add and Select More
  • 44. 44 View Matching Investments (1) • Check the box next to the Investment Type, then click View Matching Investments – You may only view the results for one Investment Type at a time
  • 45. 45 Defining Detailed Planning Targets • You can view, edit, and distribute the high- level portfolio targets for cost, resource, and benefit in a time-scaled view • These period-based targets show up on the waterlines view where you can analyze your portfolio performance • Planning targets may have been set up when the portfolio was created
  • 46. 46 Defining Detailed Planning Targets, cont. • Navigate to the ‘Targets’ tab within the portfolio • Set the targets and distribute the costs within the duration of the specified portfolio timeline
  • 47. 47 Portfolio Cost Targets • Target: The aggregated planned cost for the portfolio investments, including capital and operating costs • Distributed Target: The planned cost for the portfolio investments as it scales over time within the portfolio horizon • Variance: The difference between the distributed and approved target amounts • Distributed Target (Total) • When you edit values, CA PPM places a red tick by the changed value until you save
  • 48. 48 Portfolio Benefit Targets • Target: The aggregated planned benefit for the portfolio investments including capital and operating benefits – You initially set this value in the portfolio properties • Distributed Target: The planned benefit for the portfolio investments as it accrues over time within the portfolio horizon • Variance The difference between the distributed and approved benefit amount • Distributed Target (Total) • When you edit values, CA PPM places a red tick by the changed value until you save
  • 49. 49 Define Role Targets • When you create a portfolio you can indicate the total overall effort in FTE units or hours • You can further define the overall effort by specific targets by individual roles. • To indicate specific roles, navigate to the ‘Targets’ tab and locate the Role Totals section
  • 50. 50 Defining Role Targets, cont. • To specify individual roles, click the ‘Add Roles’ button • CA PPM displays a list of roles you can include in your portfolio
  • 51. 51 Defining Role Targets, cont. • Target: The planned resource capacity in hours or FTE units for the portfolio investments over time within the portfolio horizon • Distributed Target: The planned roles for the portfolio investments as it accrues over time within the portfolio horizon • Variance: The difference between the distributed and approved target amounts for resource • Distributed Target Total • When you edit values, CA PPM places a red tick by the changed value until you save
  • 52. 52 Portfolio Waterlines • Lets you see how planned targets match up with the investments in the portfolio • By default, approved investments with the most recent finish dates sort to the top of the list • Lets you analyze your portfolio – Prioritized work with investment attributes, including data about budget, resources, and benefits – How the portfolio targets spread over the portfolio horizon – Approved and unapproved investments – Initial alignment of the portfolio with the goals – Actual amounts spent on investments compared to the initial targets of capital and operating costs – Where and when demands exceed targets
  • 53. 53 Portfolio Waterlines, cont. • Use the waterline view as a “what-if” environment to manipulate items and see the impact • To view the waterlines, click the ‘Waterlines’ tab in the portfolio. Note: The Waterlines view is the only view available as part of the portfolio management. To access the remaining portfolio views, install and apply the PMO Accelerator add-in.
  • 54. 54 Configuring the Waterline • To configure the waterline, start by configuring the columns and adding the information that you want to see within the waterline. – Click the Options icon and click Configure. The List Column Layout appears. – Add the items you want to include in the waterline view and click ‘Save’
  • 55. 55 Define Ranking Rules • Ranking rules determine where investments aper in the waterline view • Rankings are assigned weights to specific investment attributes • When ranking calculations are made for all of the investments, approved investments will appear higher in the list ranking. IMPORTANT NOTE: It is important to think about how you want to build your ranking rules. The more you include the more complex the calculations get and this can become confusing to interpret.
  • 56. 56 Define Ranking Rules, cont. • The steps to setup ranking rules – Select the primary portfolio constraint for the waterline – Select the investment attributes available at the portfolio level and assign weights to the attributes. You can select from all available attributes for all investment types that are included in the portfolio. – To indicate more importance, assign an attribute greater weight.
  • 57. 57 Defining Ranking Rules, cont. • To set the rankings, navigate to the Define Ranking Rules (above)
  • 58. 58 Selecting Ranking Attributes • Add rules by clicking on the ‘Add’ button. You will be presented with all of the investment attributes that are available.
  • 59. 59 Setting The Attribute Ranking • Once you have the attributes selected, set their individual ranking. • For each attribute you can select: – Ranking Method • Lower is better • Higher is better – Attribute Weighting (numeric value) – If you select an attribute that is a lookup, you can assign weights to the individual values of the lookup (highlighted below)
  • 60. 60 Running Ranking Rules • Once the ranking rules have been set, it is necessary to run the ranking rules.
  • 62. 62 Creating Multiple Plans • You can create multiple plans within a single portfolio that can contain different: – Start and Finish dates – Rankings – Targets • This allows you to explore portfolio alternatives and save them for future reference
  • 63. 63 Creating Portfolio Plans • Open your portfolio and click on ‘Plans’ • Select the plan for which you want to create a version and click Copy.
  • 64. 64 Creating a Plan Copy, cont. • Enter the plan attributes and click on Save.
  • 65. 65 Creating a Plan Copy, cont. • You can now edit the plan properties based on the new requirements: – I.E. There may be a new Planned Capital cost, or operating cost.
  • 66. 66 Comparing Plans • Once you change plans, analyze and evaluate those changes to understand the implications of the changes as if the plans are real. • To compare different versions of a plan by the following factors, use portfolio reports: – Portfolio constraints – Investment counts – Financial metrics (for example, NPV, ROI) IMPORTANT NOTE: To access and view the portfolio reports that you can use to compare your portfolio plans, install and apply the PMO Accelerator add-in.
  • 68. 68 Scenarios (1) Suzy wants to create a new Portfolio spanning the year 2013 that allows her to look at all the active projects as well as any Ideas with the goal of ‘Grow the Business’ – Step 1 – From the Portfolio List view, select New and name the new Portfolio (Scenario 1) – Step 2 – Enter the details, including the Start Date of 1/1/2013 and Finish Date of 12/31/2013, then Save. – Step 3 – Leave the Sync Schedule at ‘Manual’ – Step 4 - Navigate to the Contents Editor tab, check the box in front of Projects & Ideas, then click Include – Step 5 – Choose the Build Power Filter link next to Idea, then choose Left = Goal and Right = Grow the Business. – Step 6 – Add the filter and click Save and Return – Step 7 – Click Sync Now and navigate to the Waterlines tab to evaluate the Scenario 1 Portfolio
  • 69. 69 Scenarios (2) Sam wants to create a new Portfolio that includes any active 2013 Investment whose name begins with letters between C and H – Step 1 – From the Portfolio List view, select New and name the new Portfolio (Scenario 2) – Step 2 – Enter details, including Start Date of 1/1/2013 and Finish Date of 12/31/2013,then Save. – Step 3 – Leave the Sync Schedule at ‘Manual’ – Step 4 - Navigate to the Contents Editor tab and in the Individual Investments section click Add – Step 5 – Verify the filter is set for all active Investments of any type, then check the box in front of all investments whose Name starts with the letters between C and H to manually select them and click Add. – Step 6 – Click Sync Now and navigate to the Waterlines tab to evaluate the Scenario 2 Portfolio.
  • 70. 70 Portfolio Reports • CA PPM v13.2 includes a set of Portfolio Reports within the PMO Accelerator Solution Pack. Three of these standard reports are new in this version: – Project Portfolio Summary with Charts and Detail – Portfolio Plan Comparison* – Portfolio Plan Changes* – Portfolio Plan Changes - Waterline and Rank* *= new report for r13.2
  • 76. 76 Portfolio Plan Changes – Waterline and Rank
  • 78. 78 Additional Items To Be Aware Of • ETCs vs. Allocations • Portfolio Date Ranges • Adding Custom Attributes To The Portfolio • Sub-Portfolios • Cost Type
  • 79. www.regoconsulting.com Phone: 1-888-813-0444 IT Portfolio Management -the initial Citrix attempt Erich Kissel Q1, 2014
  • 80. www.regoconsulting.com Phone: 1-888-813-0444 8080 Often times I find the function and adoption are more difficult than the technology: 1. Promoted Value of IT PPM within the Organization 2. Educated/Simple Demos 3. Inserted self into the current processes (not documented) and added initial data to system 4. Next Citrix Attempt – Value from OOB
  • 83. www.regoconsulting.com Phone: 1-888-813-0444 8383 Promoted Value of IT PPM within Org CA PPM is our main tool, however, we now focus on the PPM processes and not the tool. “A fool with a tool is still a fool” - Zen Wisdom
  • 90. www.regoconsulting.com Phone: 1-888-813-0444 9090 Current Process in XL 1. Listed Investments by Portfolio: GoToMarket, BackOffice and Foundational 2. Set Priority of all 3. Sequenced/Scheduled a. System Impact b. Capital Impact c. Resources Impact Inserted Self Into Planning Meetings
  • 91. www.regoconsulting.com Phone: 1-888-813-0444 9191 ● Put available data into CA PPM PPM Production “Combined Portfolio” (unapproved . . . hidden) ● Showed CA PPM PPM Single Source views ● Updated data as plans changed/iterated ● Quality support when users wanted to access Portfolio module Inserted Self Into Planning Meetings
  • 92. www.regoconsulting.com Phone: 1-888-813-0444 9292 Added data to system, from disbursed spreadsheets to Single Source CONTENT REMOVED FOR CONFIDENTIALITY PURPOSES
  • 93. www.regoconsulting.com Phone: 1-888-813-0444 9393 ● Upon CLEAR approvals ○ Enter Role Demand ○ Enter Actual Costs ○ Activate Projects ● Implement Financial Management ● Attend quarterly “Re- Alignment” sessions, leveraging and updating system data Maturing Next
  • 95. www.regoconsulting.com Phone: 1-888-813-0444 Use of CA PPM Portfolios at North Shore-LIJ Rego University 2014 Sara Strock February 2014 Page
  • 96. www.regoconsulting.com Phone: 1-888-813-0444 Portfolios at NSLIJ Page • Background – NSLIJ History • Our Solution – New in 2014 • Process – workflow • Portfolio structure – Financial structure • CA PPM Portfolios – Business structure • Benefits – Short and Long Term
  • 97. www.regoconsulting.com Phone: 1-888-813-0444 9797 ● Developed new PMO processes: ○ Project Lifecycle ○ Project Governance Process ● Project Lifecycle with CA PPM ○ Standard PMI type lifecycle ○ Gaining adoption ○ Executive support ● Project Governance ○ Unique at Hospital System ○ Changing from nearly all unplanned demand to more controlled process ○ Now have a Project Review Board (PRB) that approves new projects ○ Moving to include Capital planning – CA PPM Financials & Portfolios will help to enable this. Past 2 Years 97
  • 98. www.regoconsulting.com Phone: 1-888-813-0444 98 Financials Business Problem: Company Growth by Acquisition Processes designed for a small Hospital… …do not work for a Hospital System Acquiring new Hospitals and Physician Practices
  • 99. www.regoconsulting.com Phone: 1-888-813-0444 99 IS Capital Budget And IS Detail Transactions Business Problem: Non-Integrated Budgets Managed in Excel Project Budgets in Excel in Project Folders No ability to aggregate Programs, or Year over Year investments. Manual Updates $250 Million dollar budget tracked in Excel! Not integrated with Corp GL, or Purchasing PeopleSoft Financials
  • 100. www.regoconsulting.com Phone: 1-888-813-0444 100 Business Problem: Budget Funding is Complex 2014 2013 2012 2011 2011 2012 2013 2014 Budget Year Project Execution Year
  • 101. www.regoconsulting.com Phone: 1-888-813-0444 Multi-Year Cap Plan Portfolio Cap Tracker (Actuals) Program Roadmap CRW $1m Funding Program CRW Summary: CRM APPS 01.01.14 $1M Detail: Hardware Project X 50k Software Project Y 150k Cardiology Muse CRW 1m Project X 250k Project Y 250k Project Z 500k Syngo Budget CommitmentsBalance
  • 102. www.regoconsulting.com Phone: 1-888-813-0444 Key Success Factor: Adoption Page • New IT Finance VP • Fear of Process change “If it ain’t broke” • Had to prove CA PPM could do current process • Fear of Transparency • Then we could move to change • Process • Organizational behavior
  • 103. www.regoconsulting.com Phone: 1-888-813-0444 Capital Planning - High Level Workflow Page Capital Request Capital Request Capital Request (IDEA) VP Review IS Finance Rollup/ CIO Review Finance Review/ Capital Release Capital Budget Release Project Funding to Service Lines
  • 104. www.regoconsulting.com Phone: 1-888-813-0444 Capital Categories (Portfolios) Page Capital is categorized and released in one of three ways to NSLIJ IT: • Corporate Strategic Initiatives - Release of a modest to significant capital to enable and deliver on a corporate mandate capital portfolios for these initiatives are often multi-year • IT Refresh – Application Refresh and Technology Refresh budgets are large. Include maintenance and refresh of core application and infrastructure over middle term life cycles (3-5 years) • Hospital– Technology dollars are sometimes reserved in hospital budgets which are independent of IT; These are unplanned projects – close to 15% of IT budget Corporate Hospital/ Service Line funded Project Requests IT Refresh Budgets (“Core”) Annual IT Budgets Annual IT Capital Spend Note: The actual capital expenditure of IT will always exceed its corporate allotment due to unplanned hospital requests which are never known until they are received
  • 105. www.regoconsulting.com Phone: 1-888-813-0444 Alignment of (Portfolio/Program) Structure Page The Capital Plan is built on the foundation of a few key elements: • VP-Aligned Capital Portfolios– Capital is budgeted by VP span of control typically for Applications and Technology Services; Corporate funded initiatives are aligned to a VP but separately accounted for due to their distinct business case/cost estimation • Service Line (Business Unit) Structure - Services Lines organize their work into Programs with one to many projects based on the demand each period; CIO VP Apps VP Tech Services Clinical Informatics Service Lines Program Project Project Project Project Project
  • 106. www.regoconsulting.com Phone: 1-888-813-0444 CA PPM Structure Page Capital Request (CA PPM IDEA) Capital Portfolio Rollup • Capital Requests have been created in CA PPM as “Ideas” • This is the same concept that the Project Review Board (PRB) uses for un- planned mid-year requests and allows for unfunded projects to be revisited if capital surfaces later in the year (canceled or deferred projects) • It keeps all “queued approved” project requests in the same list. • Capital will be managed in “Portfolios” • Portfolios are hierarchical so that individual capital pools can rollup to a larger IS Capital total to which IS Finance must reconcile for Finance • Portfolios enable “what if scenarios” to allow for separate rollups. • Portfolio views were refined from CA PPM “Out of the Box” views to meet NSLIJ needs • Portfolio Views can be exported to Excel natively in CA PPM and PDF reports can be written to provide real-time “polished” reports of the capital portfolios.
  • 107. www.regoconsulting.com Phone: 1-888-813-0444 107 Projects & Ideas Portfolio Portfolio Portfolio Programs Programs Programs VP VP VP VP Budget & Control Multi-Year Forecasts Strategic Initiative Implementation IT Maintenance Hospital Customizing Application/Function Master & TCO Multi-Year Planning 1 2 3 4 4 5
  • 109. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits – Prove the transition Page • Had to show past process modeled in CA PPM to gain adoption. • Expensive effort • Automating a poorly designed process • However, showed CA PPM capabilities!
  • 110. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits - Capabilities Page • Project budget accountability • Actuals now together with the budget in CA PPM so analysis can take place. • CA PPM Project number reinforces the budget process. • Provides traceability of a transaction. • Cost to project, budget to all costs • Budget status more transparent – view in CA PPM • (Used to be a single individual with a spreadsheet) • Lifetime cost on Initiatives and deeper analysis • Effort to get this was high……data entry & scrubbing of the hierarchy • More cohesive program structure within our Business Units • Spend patterns, Lifetime cost, etc. Not available through spreadsheets etc.
  • 111. www.regoconsulting.com Phone: 1-888-813-0444 Selling the Benefits - Future Page • Future Integration with PeopleSoft Financials • Eliminate duplicate data entry • Will have a better understanding of budget status (Currently 6wks, should become 1 to 2 days) • May influence changes to IS budgeting and accounting processes • Hope to improve the Capital Planning process and cycle
  • 112. 112 Portfolio Management Terms and Definitions (1) Term Definition Alignment How well an investment complies with the business goals of a corporation. Cost Performance Index (CPI) The ratio of Budgeted Cost of Work Performed (BCWP) to Actual Cost of Work Performed (ACWP). Equals BCWP divided by ACWP. Cost Variance (CV) The difference between how much a task or a project should have cost (Budgeted cost of Work Scheduled minus BCWS) and how much it has actually cost (ACWP). Investments The Projects, Programs and Other Work a business funds to help achieve its goals. Investments make up a portfolio’s inventory. Net Present Value (NPV) The benefit of an investment, minus the cost.
  • 113. 113 Portfolio Management Terms and Definitions (2) Term Definition Portfolio A detailed inventory of Investments used to determine where to invest funds, or when to delay or cancel investments. The financial health of Investments in Portfolios and their alignment to corporate goals can be evaluated via scorecards and scenarios. Remaining Capacity Represents the capacity from today through the portfolio finish date. Remaining Cost Defined by the portfolio start and finish dates based on today. Return on Investment (ROI) The profit or loss that results from an investment transaction. ROI is calculated by dividing costs by Net Present Value (NPV). Risk A measurement of an investment’s likelihood of meeting expectations (for example, finishing on time, within budget, and with the expected quality level).
  • 114. 114 Portfolio Management Terms and Definitions (3) Term Definition Scenarios A model of different sets of portfolio investments and capacity planning based on corporate planning decisions. Scenarios allow you to make “what-if” evaluations for portfolio investments. Schedule Performance Index (SPI) The ratio of Budgeted/Planned Cost of Work Performed (BCWP) to Budgeted/Planned Cost of Work Scheduled (BCWS). A value greater than 1 indicates the work is ahead of schedule. A value less than 1 indicates the work is behind schedule. Schedule Variance The value of what you have accomplished to date versus what you planned to have accomplished to date. SV is calculated as BCWP minus BCWS. Total Cost The Planned Cost of all investments in the portfolio used to derive the total cost of the portfolio.
  • 115. 115 Thank you. Contact US 888.813.0444 Email Contact info@regoconsulting.com Web Site www.regoconsulting.com Questions . . .